Process Route & Rules

PERSONNEL ACTIVITY REPORT PROCESS FLOW

On the 28th of every month, a process starts and creates PAR records based on the previous month’s transactions and sends e-mails to the employees. Employee certifies effort and submits record, which moves the form to the PI Approval stage. PI takes action on all records present on the PI Dashboard. If an employee has not finished the approval, it’s the PI’s responsiblity to contact the employee. PI approves employee effort by reviewing all information first, then clicking submit on each pay record he/she is responsible for. Doing so closes the record for modifications by the PI. Once the PI has approved all the pay records related to an employee, the PI will go to a confirmation page. Certified U-Approve Cost Match data is fed from the system to the appropriate Banner table(s).

IMPORTANT PAR PROCESS RULES

NON-STUDENT EMPLOYEES

  • Route: Employee -> PI -> SPS -> PAR Specialist

  • Rule: If the employee doesn’t have a u-montana alias, then the PI is assigned. If the PI doesn’t have a u-montana alias, then the SPS is assigned. If the SPS doesn’t have a u-montana alias, then the PAR Specialist is assigned.

STUDENT EMPLOYEES

  • Route: For student employees (a pay record with a SP pict code) approvers are assigned as follows: PI -> SPS -> PAR Specialist
  • Rule: The pay records are automatically approved by the system at the employee level. The student record automatically appears on a PI’s dashboard for approval. If the PI doesn’t have a u-montana alias, then the SPS is assigned. If the SPS doesn’t have a u-montana alias, then the PAR Specialist is assigned.

PIs

  • Route: PI -> SPS -> PAR Specialist
  • Rule: If the PI doesn’t have a u-montana alias, then the SPS is assigned. If the SPS doesn’t have a u-montana alias, then the PAR Specialist is assigned.

DETERMINING WHEN SPS APPROVAL IS REQUIRED

  • If employee status is “Not Approved” or the PI disagrees with the employee’s action (and the reason isn’t “Original Distribution Is Correct.”)
  • Cost match was added to an employee pay record.
  • Department must process cost transfer.
  • Human Resources must adjust payroll.

OTHER NOTES

The query to check who the PI is works as follows:

  • The Supplemental Data Engine (SDE) corresponding to the fund (FTMFUND) tied to the pay index.
  • The grant (FRAGRNT) tied to the fund (FTMFUND) of the pay index.
  • For non-grant index codes, the PI that has the employee listed the most under different cost match index codes is chosen. If there is a tie between multiple PIs, the last name will be used to select the PI.

NOTE: The first record corresponding to any of the data above is pulled.

NOTIFICATION E-MAILS & OUTLOOK

Every UM Employee has different e-mail settings for their junk folder. Please ensure that uapprove@mso.umt.edu is in your safe senders list in Outlook. This will decrease the likelihood of e-mails getting filtered into the junk folder.

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